Workflows in Slack are developed using the Workflow Builder, a visual tool that allows you to automate routine tasks and processes without writing any code.
Let's consider a real-life scenario where you want to automate the onboarding process for new employees in your organization using Slack. The workflow will ensure that new hires receive all necessary information and complete required steps without manual intervention.
Scenario: New Employee Onboarding Workflow
Objective: Automate the process of welcoming new employees, providing them with essential resources, and collecting necessary information.
Workflow Steps:
- Trigger: New Channel Member
- Step 1: Send a Welcome Message
- Step 2: Send a Resource Guide
- Step 3: Collect Information via a Form
- Step 4: Notify the HR Team
Detailed Steps
-
Trigger: New Channel Member
The workflow starts when a new member joins the #new-hires channel.
- Trigger: New Channel Member
- Channel:#new-hires
-
Step 1: Send a Welcome Message
Automatically send a personalized welcome message to the new employee.
- Action: Send a Message
-
Target: New member (direct message)
Message Content:
Welcome to the team, [name]! We're excited to have you on board. Please feel free to reach out if you have any questions.
-
Step 2: Send a Resource Guide
Send a message to the new hire with links to important resources.
- Action: Send a Message
-
Target: New member (direct message)
Message Content:
Here are some resources to help you get started:
- [Employee Handbook](link)
- [IT Setup Guide](link)
- [Company Policies](link)
-
Step 3: Collect Information via a Form
Ask the new employee to fill out a form with necessary information.
- Action: Form
-
Form Fields:
- Full Name
- Phone
- Address
Message Content:
Please fill out the following form with some additional information we need from you: [Form Link]
-
Step 4: Notify the HR Team
Notify the HR team that a new employee has completed the onboarding steps.
- Action: Send a Message
-
Target: #hr-team channel
Message Content:
[Name] has joined the team and completed the onboarding form. Please review their information and ensure everything is set up for their first day.
Setting Up the Workflow in Slack
-
Access Workflow Builder:
- Click on your workspace name in the top left corner of Slack.
- Select open "Workflow Builder."
-
Create a New Workflow:
- Click the "New WorkFlow " button.
-
Click on “build WorkFlow”.
Figure 1: Open Workflow builder in slack
-
Configure the Trigger:
- Choose "When a Person joins a channel" as the trigger.
-
Select the #new-hires channel.
Figure 2: Select the trigger criteria to start the workflow.
-
Add Steps:
-
Step 1: Add a "Send a Message" step to send the welcome message.
Figure 3: Send welcome messages to new users who join the channel.
-
Step 2: Add another "Send a Message" step for the resource guide.
Figure 4: Send resources guide to new users.
-
Step 3: Add a "Form" step to collect additional information.
Figure 5: Add Form in Workflow to receive information from the user
-
Step 4: Add a final "Send a Message" step to notify the HR team.
Figure 6: Send message to HR team to notify new user has joined channel.
-
Step 1: Add a "Send a Message" step to send the welcome message.
-
Publish the workflow
- Publish the workflow.
-
Test the workflow.
- When a new member joins the channel he will receive the welcome message.
-
He will also receive the message to resources to help him get started.
Figure 7: New user has received welcome message and resource guide from workflow.
-
Next he is going to get a form to fill his information.
Figure 8: Form will be open for the user to fill his information.
Conclusion
By setting up this workflow, you ensure that new employees are welcomed properly, receive all necessary resources, and provide required information efficiently. This automation saves time for HR and ensures a consistent onboarding experience for all new hires.
For any queries on this blog please reach out to support@astreait.com